MAKENA SURF AOAO
BOARD OF DIRECTORS MEETING
Time:
Place: 27321
Lost
Directors Present:
Ms. Betty Kay Anderson, President
Mr. Roger Morgan, Secretary
Mr. Paul Sullivan, Treasurer (via
teleconference)
Mr. Ron Inkley (present in Makena Surf Boardroom)
Mr. Paul Johansen (via
teleconference)
Mr. Joe Walker
Mr. Jack Patterson
Management:
Mr. Robert Brooks, Resident Manager (present in Makena Surf Boardroom)
Mr. Kevin Keane, Landscape Manager (present in Makena Surf Boardroom)
Destination Resorts Hawaii, Inc.:
Via Teleconference:
Mr. Maynard Torchiana, Managing
Agent, Destination Resorts
Mr. Kui
Aipa, Controller, Destination Resorts
Ms. Enza Froio, Recording Secretary
Call to Order: President
Anderson called the meeting to order at
Proof of Notice: President Anderson verified that meeting
notices were posted on property in two places on
Determination of Quorum: A quorum was established with 7 of the 7 Directors present.
Approval of Minutes:
Motion: To
approve the Board of Directors meeting minutes dated
CARRIED unanimously.
REPORTS OF OFFICERS
AND MANAGEMENT
President’s Report
President Anderson reported that legal and personnel matters will be discussed in Executive Session at the end of this meeting.
Landscape Report
Mr. Keane presented his
report. He reviewed the landscape
progress report from March through August 2011, as provided to the Board of
Directors and hereto attached to these
minutes.
The Board discussed two (2) requests by Mr. and Mrs. Michaels, B108, as follows:
1) Subsequent to the removal of two (2) trees in the B parking lot, Mr. and Mrs. Michaels are unhappy about what they feel is the more commercial appearance of the lot and have requested that a shower tree be planted to soften the look and provide shade. The Board indicated concern that the planting of a shower tree will cause birds to gather and result in bird droppings; and inhibit car doors from opening. Mr. Brooks further noted that in approximately one (1) year, as the Areca Palms continue to grow, they will achieve a height whereby the lack of trees in the area will not be so visible.
Motion: Given
the concerns discussed, to table the request by Michaels, B108, to plant a
shower tree in the B parking lot, for a year or two. (Sullivan/Patterson)
CARRIED unanimously.
2) Relocation of carts.
Motion: To
move forward with the suggestion by Michaels, B108, to relocate the carts to
the North tennis pavilion area and to install a directional sign accordingly.
(Johansen/Walker)
CARRIED unanimously.
Mr. Keane requested a new riding lawnmower because the existing is problematic as the deck is falling apart. Adjustments have been made to assist with its continued operation. Mr. Keane agreed to delay his request to the next year’s budget.
President Anderson reported that Dr. and Mrs. Beeve, A203, installed a piece of artwork in their entryway without the Board’s permission. Mr. Brooks has requested Dr. and Mrs. Beeve to remove that artwork as it does not meet specifications. The Board discussed the issue and agreed to support Mr. Brooks’ decision.
Motion: To
deny the request by Dr. and Mrs. Beeve to keep the artwork in their entryway as
it does not meet specifications. (Patterson/Johansen)
CARRIED unanimously.
President Anderson will notify the Beeve’s and the Michael’s of the Board’s decisions.
Treasurer’s Report
Treasurer Sullivan presented his
report. He reviewed the financials as of
There was an increase in assets as
a result of the special assessment (part one) in the approximate amount of $133,000
that was made in June. It was noted that
approximately half of the owners have paid their assessment as of
Registration fees are over budget by $5,000, due to additional renters or more owners complying with paying the fees.
Electricity is over budget by
over $9,000 which puts operating expenditures over budget by approximately
$2,300 or about 1% of that expense category.
Per Mr. Morgan’s suggestion, the
budgeted amount for payroll expenses was reduced because there has been a
history of job turnover or people not showing up for work. Subsequently, there is only a 1% variance with
this item. Mr. Morgan was acknowledged.
Overall, expenditures are $16,000
or 2% under budget.
The Reserves are up $133,000
which represents the special assessment (part one). With regard to Capital Reserves expenditures,
the paving project was over budget by $5,000.
In anticipation of November’s
budget meeting, the Board will need to impose the special assessment (part two)
in order for the Reserves to reach 50% funding and to continue addressing inflation
with a 3% annual increase per the auditor’s suggestion.
President Anderson reported that Tricia Morris is over $6,000 in arrears. In June, Ms. Morris was 60 days outstanding. On June 20th, a demand letter was sent. A month later, there was no response. Attorney John Morris was contacted as she is now in a 90 days delinquent status. The Board will discuss how to move forward with Attorney Morris. President Anderson requested that in the future, the entire Board be notified immediately whenever an owner becomes delinquent.
Manager’s Report
Mr. Brooks presented his report as provided to the Board of Directors and hereto attached to these minutes. The issue regarding the cracks in the pavers and the warranty will remain on the agenda for the November Board of Directors Meeting.
President Anderson will send a letter to security guard Brian DeMello acknowledging his life-saving efforts.
COMMITTEE REPORTS
Construction &
Maintenance
Mr. Johansen presented the Construction and Maintenance Committee Report.
He reviewed the following maintenance items:
· No sewage pump issues have surfaced.
· The landings will be completed in September during the low period.
· The upgrade to the drain and the installation of a foot wash at the South shower will be completed in September during the low period.
With regard to construction, Mr. Johansen noted that six (6) units had work done. Unit F103 is in the process of a minor project. No issues will carry out of the construction schedule.
Don Baron has proposed anodizing the light fixtures and removing the plexi glass base. Mr. Brooks noted that such would be inconsistent with the aesthetics goal of the lighting plan and could bring wasps. The Board agreed to delay further discussion until November. President Anderson requested that Treasurer Sullivan and Mr. Brooks further provide details regarding the next two phases of the lighting at the November Board of Directors Meeting.
Newsletter
Mr. Inkley reported that he has not received information or pictures. He will publish a one-page newsletter after this meeting.
Policies and
Procedures
Mr. Walker reported that Celebrations Catering Service (Bev Gannon) has been reserved for the 2011 Homeowners’ party. Desserts are not included in the $50 per person charge and are an additional approximate $9 per person. There was a consensus of the Board to move forward with Celebrations. The Board requested Mr. Walker to further research dessert options and to possibly negotiate a cost less than $9 per person.
Security
Mr. Morgan agreed that security guard Brian DeMello’s life-saving
efforts should be recognized and be published in the newsletter.
OLD BUSINESS
Lighting
As discussed.
Two Bathrooms
The remodel of the two (2) employee bathrooms will be moved to 2012.
Other Items
Mr. Sullivan requested that Mr. Brooks
provide a solar update at the November Board of Directors meeting.
NEW BUSINESS
Parking at Makena Resort
Mr. Torchiana reported that Makena Resort will gate the
hotel and use a card system in an effort to make outside access less readily
available. Shawn Sweeney is considering
how he might accommodate vehicles from Makena Surf. Mr. Sweeney cautioned that the Resort would
not assume any liability and probably would not allow the vehicles to be
covered. It was agreed that this would
not be adequate for those owners who want to store vehicles for a specific
length of time. This item will be
removed from the agenda. Details of the upcountry storage service will be
included in the newsletter.
Clean 2nd and 3rd
Floor Walkway Tiles
Janet Coflin, Owner, hired a vendor to clean her third
floor entry walkway tile which resulted in a significant improvement in its appearance. Alii Resorts has indicated that in a past
experience, this vendor has damaged a unit and did not remedy the allegation.
President Anderson directed Mr. Brooks to further research
the vendor, its fees, and its incidents with Alii. This item will be further discussed at the
November Board of Directors Meeting.
It was noted that cleaning the tile is being considered as an alternative to installing
another product/surface as the cost to apply a new surface is much more costly
than a cleaning.
Hemic
Hemic made a proposition to Makena Surf that for a 15%
savings in LNI, the Association can participate in their safety program. Mr. Brooks indicated that the savings would
be approximately $3,600.
Mr. Johansen noted that the savings is not a
guarantee. He recommended that Makena
Surf have a safety manual.
The Board agreed to further discuss this item in Executive
Session.
Joe Walker
The Board welcomed Joe Walker to the Board of Directors.
Use of Cabana
The Board took under consideration a request from the “Yachtsmen”
party who will be renting ten (10) units from July 11 to
Motion: To allow the “Yachtsmen” party to rent the
cabana on terms to be negotiated by Maynard Torchiana and Bob Brooks. Terms will include items such as the control
of alcohol; that Makena Surf security will be utilized at the guests’ expense;
that the area will be professionally cleaned and the cleaning to be paid for by
the Yachtsmen party; and that a security deposit will be requuired. (Patterson/Roger)
CARRIED unanimously.
RECESS TO EXECUTIVE SESSION
The Board agreed to recess to Executive Session at
DATE OF NEXT MEETING
The next Board of Directors Meeting is scheduled for
ADJOURNMENT
The meeting was adjourned by unanimous consent at
Respectfully submitted,
Enza Froio
Aloha Office Services
Recording Secretary
Respectfully submitted: Reviewed and accepted by:
____________________________ _______________________________
Maynard Torchiana Betty Kay Anderson
Managing Agent, Makena Surf AOAO President, Makena Surf AOAO
MAKENA SURF AOAO
BOARD OF DIRECTORS MEETING – 8/12/11
MOTIONS
Motion: To
approve the Board of Directors meeting minutes dated
CARRIED unanimously.
Motion: Given
the concerns discussed, to table the request by Michaels, B108, to plant a
shower tree in the B parking lot, for a year or two. (Sullivan/Patterson)
CARRIED unanimously.
Motion: To
move forward with the suggestion by Michaels, B108, to relocate the carts to
the North tennis pavilion area and to install a directional sign accordingly.
(Johansen/Walker)
CARRIED unanimously.
Motion: To
deny the request by Dr. and Mrs. Beeve to keep the artwork in their entryway as
it does not meet specifications. (Patterson/Johansen)
CARRIED unanimously.
Motion: To allow the “Yatzman” party to rent the
cabana on terms to be negotiated by Maynard Torchiana and Bob Brooks. Terms will include items such as the control
of alcohol; that Makena Surf security will be utilized at the guests’ expense;
that the area will be professionally cleaned and handled by the owners; and
that a security deposit will be retained.
(Patterson/Roger)
CARRIED
unanimously.
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